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| The information on this page is more than one year old and may no longer be current. Please visit business.govt.nz for the most up-to-date information. |
The Government has issued contact tracing guidelines that allow businesses to open and operate in a way that is as close to normal for vaccinated people while minimising the spread of COVID-19.
Complying with the Privacy Act is also important because contact tracing details are personal information. Here are some tips:
Transparency
Make sure customers are aware of the reason for a contact tracing register, and what will happen to the information. You can make your own explanation by using our tool here, or just make sure that the form includes this information:
This information is being collected to assist in the management of the Covid-19 pandemic. It will be given to the Ministry of Health and/or the District Health Board on request in the event that it is required for contact tracing purposes. We will not use it for any other purpose, and will destroy it after the required period mandated by the Ministry.
It will be kept here at [name of the establishment]. You have a right to access and correct any information we hold about you.
Security
Once collected, you will need to keep the information safe. Perhaps you should store it where you keep your cash when you lock up.
Think about who needs to see it. Should the 25th person to sign in be able to see the name and phone number and contact details of the other 24 people to have signed in? Perhaps it is possible to cover the previous entries, and ask each person to move the cover down when they’ve filled in their entry. There will be other ways of protecting the information. For example, don’t let patrons photograph the register.
Retention and Disposal
Make sure you dispose of the register securely when Ministry of Health guidelines say the information is no longer necessary. Shred it or find another way to destroy it. Don’t just throw it in the bin.
Use
This is not an opportunity for you to build up your mailing list, or to allow staff to contact customers for personal reasons. The register should only be used for the public health reasons specified in the notice.
If you want to take the opportunity to “get to know your customers” and offer them deals and information, it shouldn't be done using information collected through your contact tracing register.
Disclosure
Don’t give the register to other parties, or let customers flick through it.
Questions and further information
If you have an enquiry, contact us by email or our website, or call 0800 803909.
Visit our Privacy and COVID-19 page for further information.
Image credit: Coronavirus by Frankundfrei (via Pixabay)
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